United Nations Correspondence Manual - UNU

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IV. Guidelines for specific types of correspondence 12 A. Memoranda 1. Use 57. Use interoffice memoranda within the Secretariat, for communications both within a given duty station and with other duty stations: (a) To record facts, decisions or opinions to which reference may be necessary later; (b) To make or respond to proposals; (c) To convey information. Interoffice memoranda are incorporated in the official files kept by individual departments or offices. They are the accepted way of making written reports for internal use. 2. Presentation 58. The following guidelines supplement those provided in paragraphs 18 to 36 above. Models based on a standard layout for reference in preparing memoranda are available as exhibits 10–12. (a) Paper and envelopes 59. If using the text-processing template, prepare interoffice memoranda on blank letter-size bond paper; otherwise, prepare memoranda on letter-size paper with preprinted letterhead, “United Nations [emblem] Nations Unies || Interoffice memorandum | Mémorandum intérieur.” Blank paper of similar quality should be used for continuation sheets. No envelopes are required for interoffice memoranda distributed at Headquarters; such memoranda are sent in interoffice mail envelopes. For interoffice memoranda addressed to field or other United Nations offices serviced by diplomatic pouch, use standard-size (US Commercial No. 10) envelopes of bond paper. (b) Spacing 60. The text of a memorandum should begin at a distance of 0.5 in. from the last line of the subject. Single spacing is normally used, although short memoranda (15 lines or less) may be typed in one-and-one-half spacing. Line spacing (line height) slightly larger than type size should be used (see paragraph 20). 61. Additional one-line spaces should be used to separate paragraphs and indented quotations. (c) Numbering of paragraphs 62. All paragraphs of interoffice memoranda, except those consisting of only one paragraph, should be numbered consecutively to facilitate later reference.
(d) Headpiece (i) Addressee 63. Opposite the printed word “To:” should be typed the name of the addressee, normally preceded by “Mr.”, “Mrs.”, “Miss” or “Ms.”. The name should be followed, on the same line, by the addressee’s official title. The section, division and department should be typed below the name. 64. Memoranda addressed to more than one person may be prepared in any of the following forms, as appropriate: (a) Type the names and titles, followed by the names of the division or section and the department or office, in abbreviated form if necessary, one under the other, in the space opposite the word “To:”. If the sender and addressee(s) are in the same department, mention the department only once; (b) Type the names and titles, followed by the name of the division and of the department or office, in abbreviated form if necessary, on a separate page, in which case type the words “See attached list” opposite the word “To:”; (c) Address the memorandum to groups of addressees, such as “All directors;” (d) With text-processing, prepare the memorandum and merge it with a list of addressees. When desirable, a complete list of addressees may be attached to the memorandum. 65. When a memorandum is sent through an intermediary, the name of the intermediary, normally preceded by “Mr.”, “Mrs.”, “Miss” or “Ms.” and followed by the official title, should be typed after the word “Through:”. The section, division and department should appear on the next line, with the department in abbreviated form if space is not sufficient. (ii) Sender 66. After the printed word “From:” should be typed the name of the sender (without “Mr.”, “Mrs.”, “Miss” or “Ms.”), followed by the sender’s official title. The section or division and the department should appear on the next line. If the sender and addressee are in the same department, the department may be omitted from the address of the sender. (iii) Subject 67. A concise statement of the subject-matter should appear opposite the printed word “Subject:”. The subject should be typed in lower-case letters with an initial capital for the first word and in single spacing. Bold font should be used for the subject, whether in one line or more. 68. If any of the elements mentioned above is too long to fit on one line, the text may be continued, indented two spaces, on a second line. (iv) Date and reference number 69. The date and the reference number should be entered in the appropriate spaces provided on the right-hand side of the page. Specific types of correspondence 13
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Page 5 and 6: Contents Chapter Paragraphs Page I.
Page 7 and 8: I. Introduction 1. To contribute ef
Page 9 and 10: (d) Furnishing guidance with regard
Page 11 and 12: III. Preparing and processing corre
Page 13 and 14: (f) Date 24. The date should be in
Page 15 and 16: “With reference to the letter dat
Page 17: ment, ministers for foreign affairs
Page 21 and 22: (b) Margins 78. The appropriate mar
Page 23 and 24: (a) Salutation 95. The salutation o
Page 25 and 26: (b) Address 110. Formal letters to
Page 27 and 28: 120. A note verbale in reply to one
Page 29 and 30: V. Guidelines for electronic commun
Page 31 and 32: 3. Presentation 140. A standard for
Page 33 and 34: VII. Handling of correspondence A.
Page 35 and 36: Annex Some points of style A. Gener
Page 37 and 38: (b) For proper nouns and adjectives
Page 39 and 40: Declaration when citing the title o
Page 41 and 42: observer the United Nations militar
Page 43 and 44: section in general or specific refe
Page 45 and 46: (f) Statistics (g) Degrees: The tem
Page 47 and 48: syllable prefixal division of two l
Page 49 and 50: United Nations Nations Unies HEADQU
Page 57 and 58: REFERENCE: SCA/2/99(9) United Natio
Page 59 and 60: THROUGH: S/C DE: United Nations Nat
Page 61 and 62: UNITED NATIONS INTEROFFICE MEMORAND
Page 63 and 64: United Nations Facsimile transmissi
Page 69:
TO: À: United Nations Nations Unie
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United Nations Correspondence Manual - UNU

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